Course: Computer Application package(ii)

Course code: Com 215

Duration; 2hrs
Lecturers; Bayyina lawal kankia & Ahmad Al_ameen

WORD PROCESSOR
A word processor is an electronic device or computer software application that performs the task of composition,
editing, formatting, and printing of documents.
It can also be said to be an Application software package that enables the user to type, edit, format, store, retrieve and
print mainly text-based document. Put in another way, this package turns an electronic computer into an electronic
typing machine.
A word processor enables you to create a document, store it electronically on a disk or display it on a screen, modify
it by entering commands and characters from the keyboard, and print it on a printer

While word processing is a phrase used to describe using a computer to create, edit, and print documents. Of all
computer applications, word processing is the most common. To perform word processing, you need a computer, a
special program called a word processor, and a printer .

EXAMPLES OF WORD PROCESSORS INCLUDE:

i. Ms Word
ii. MultiMate
iii. AmiPro
iv. Word Perfect
v. Note pad
vi. Word star
vii. Letter Perfect
viii. AbiWord
ix. Calligra Words
x. Mathematica
xi. LibreOffice Writer

ADVANTAGES OF USING A WORD PROCESSOR

1. Easy to correct mistakes
2. Many handy features available e.g. borders, text layout
3. Useful tools such as spell checker, grammar checker available to improve the quality of your work

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 4. Plenty of professional quality document templates available online
5. Can import data from a database and use it to create mail merge
6. Can save multiple versions of documents which you can easily sort them so that you can go back to previous
versions of the same document
7. Format the text and general page layout so that you can make the page look more appealing or easier to read
8. Mail merge from a database so that you can easily send out letters to multiple people at a time
9. Copies can easily be made, which saves on printing and it is much easier to do.

DISADVANTAGES

1. Documents can sometimes be lost due to data corruption. On the other hand, this could happen to somebody
handwriting a letter because something could happen to the paper such as a pen leaking. Also, this shouldn‟t
really be a problem because regular backups should be made, and the user should save at regular intervals of
times
2. Some symbols aren‟t easily available, which makes typing in different languages that use a different alphabet
is difficult. Also, some complex mathematical equations would be easier to hand write
3. Requires a computer to edit or view documents which may sometimes not be there, especially when on the go

Uses of word Processors

Word processors have a variety of uses and applications within the business world, home, and education.
Businesses tend to have their own format and style for any documents produced. In Business, word processing is used
for:
 Legal copies
 letters and letterhead
 memos
 reference documents

Many homes have word processors on their computers, in the home word processing tends to be educational,
planning or business related, dealing with assignments or work being completed at home, or recreational. Examples
include:
 Writing short stories
 letter writing
 résumé/CV creation
 card creation

In education word processing is used in a variety of different ways in the production of assignments, notes, exams,
and for practicing its uses.

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FEATURES OF WORD PROCESSORS
1. File Management
Many Word processors contain file management capabilities that allow the user to create, delete, move, and search
files.
2. Font Specifications
This feature allows you to change fonts within a document. For example, a user can specify bold, italics, and
underlining. Most Word processors also allow the user to change the font size and the typeface.

3. Footnotes & Cross-References

This feature allows the user to add footnotes in a document. A footnote is added at bottom of the page. The Word
processor also enables you to easily cross-reference other sections of the document.
4. Graphics
This feature allows the user to insert pictures and graphs into a document. Some Word processors also provide
facility to create and edit the pictures and graphics within the document. However, some Word processors provide
facility to insert pictures created in different graphics programs.
5. Headers & Footers

o This feature allows the user to specify information for header and footers.
o Header is the information that is printed in the top of each page of the document.
o Footer is the information that is printed in the bottom of each page of the document.

6. Page Numbering
The Word processor automatically keeps track of page numbers so that the correct number appears on each page.
7. Layout
This feature allows the user to specify page sizes, margins, indents, line spacing within a document.
8. Macros
You can create macros in full-features word processor. A macro is a small code. It represents a series of keystrokes or
commands. Usually, a single key is assigned to a macro. All commands in a macro are executed when a key assigned
to a macro is pressed.
9. Mail Merge
The most important feature of Word processor is the mail-merge, in which the records of a database can be merged
into the document. It is a very shortcut method used to create form letters, mailing labels, envelopes etc. For example
to send result cards to all the students of a college, the mail-merge method is used.
10. Spell Checker
This feature allows the user to check incorrect spelling of words in the document and correct these incorrect words. It
highlights the misspelled word. It is noted that most of the word processors have built-in-dictionary.
11. Thesaurus
Thesaurus means vocabulary. Microsoft Word has a complete dictionary. The user can select a simple word for a
difficult word from a list of alternate words.
12. Table of Contents and Indexes

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This feature allows the user to automatically create a table of contents and index based on special codes that you
insert in the document.
13. Document Windows
This feature allows the user to edit two or more documents at the same time. Each document appears in separate
window. This is particularly valuable when working on a large project that consists of several different document
files.

14. WYSIWYG
WYSIWYG stands for What You See Is What You Get. It means that printout of document will be similar as
appears on the display screen.

Microsoft Word
Microsoft Word is a popular word processing software application developed by Microsoft. It is part of the
Microsoft Office suite and is widely used for creating, editing, formatting, and printing documents of all
kinds. Word provides a rich set of features that make it a versatile tool for various tasks, from writing essays
and reports to creating newsletters and resumes.

Microsoft office suit

Microsoft Office Suite is a collection of software applications that help users complete tasks and be more
productive on a computer. Examples

Word: Create, edit, and produce documents

Excel: Work with data in spreadsheets

PowerPoint: Create presentations, design layouts, and insert objects

Outlook: Communicate with others

OneNote: Take notes

Publisher: Create publications

Access: Manage information

Teams: Collaborate with others

File Extension

A file extension is a three-letter code that appears at the end of a filename and indicates the type of file. It
helps the computer recognize the file format and the appropriate application to open it.

Example of MS Word File Extension

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The file extension for Microsoft Word documents is .docx. This extension signifies that the file is a Word
document created using the newer DOCX format introduced in Microsoft Office 2007.

Opening and Saving Microsoft Word Files

Opening an Existing Word File:
1. Click the "File" tab in Word.
2. Select "Open".
3. Navigate to the location where the file is saved.
4. Click on the file name and then click "Open".

Saving a New Word File:

1. Click the "File" tab.
2. Select "Save As".
3. Choose a location to save the file.
4. Type a name for the file.
5. Select the desired file format (usually .docx).
6. Click "Save".

Saving Changes to an Existing File:

1. Click the "File" tab.
2. Select "Save".
3. Your changes will be saved to the current file.

Note: To save your file with a different name or location, use the "Save As" option.

Basic Microsoft Word Shortcut Keys

Here are some essential shortcut keys to help you work more efficiently in Microsoft Word:
COMMON SHORTCUTS:
Text Shortcut Keys:

 Ctrl+B: Bold selected text

 Ctrl+I: Italicize selected text
 Ctrl+U: Underline selected text
 Ctrl+C: Copy selected text
 Ctrl+X: Cut selected text
 Ctrl+V: Paste copied or cut text
 Ctrl+Z: Undo the last action
 Ctrl+Y: Redo the last action
 Ctrl+S: Save the document
 Ctrl+P: Print the document

By mastering these shortcut keys, you can significantly speed up your workflow and become more efficient
in using Microsoft Word.

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STARTING MICRO SOFT WORD PROGRAM
You can start your Word program different ways. One way is using Start
button:
1. Click on the Start button.
2. In the menu that appears select All Programs
3. Click on Microsoft Office
4. Select Microsoft Office Word 2007. In few seconds you will see Word
screen on the monitor.
You can also start your MS Word program by double clicking on Microsoft Word icon, which lies on the
Microsoft Office Shortcut

The Word screen (Window) contains a number of objects such as Title bar, Tabs, Menus, Sub menus, short-
cut commands etc.
If you are familiar with previous versions of Word, when you begin to explore Word 2007, you will notice a
significant change in the menu structure, look and feel. The features in Word 2007 display as various tabs

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such as Home, Insert, Page Layout, References etc. To view all sub tasks/options (expanded form) in each
menu, you must click the required option.

Collapsed menu Expanded menu

Shortcut Menus
These features allow you to access various Word commands faster than using the options on the menu bar.
When the menu is expanded, the shortcut menu is displayed with short-cut command option for each of the
short-cut menu item. The options on this menu will vary depending on the sub-task that was clicked or
selected. For example, the shortcut menu on the side is produced by selecting or expanding the Border
option of the paragraph sub-task of the Home Tab from the Tab bar. The shortcut menus are helpful
because they display only those options that can be applied to the item that was selected and, therefore,
prevent searching through the many menu option.
MS Word 2007 provides a customized quick access toolbar to organize the tools available for easy and fast
access of the commands. Many toolbars displaying shortcut buttons are also available to make editing and
formatting quicker and easier. The toolbars that are already displayed on the screen are checked. To
add/modify simply click on the “More Commands” option which will display the following menu for
customized selection of tools as per your requirement.
Rulers
The rulers display horizontal and vertical scales that reflect the width and height of your typing area. The
horizontal scale is invaluable when you want to quickly set tabs, margins, and indents. Select the View tab
on the main Micro Soft word 2007 screen to be able to select/deselect the Ruler/Gridlines and other options.

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Typing Screen Objects
The open area below the rulers and toolbars is writing or typing area. There are certain objects that are a
permanent part of the typing area. These are: (a) Insertion Point, (b) Mouse Pointer, and (c) End-of-
Document Marker.
 Insertion Point: The black vertical blinking line is the insertion point that is initially at the top left
side of the typing area. It indicates the place where your typing is inserted into the document. As you
type, the blinking line continuously moves along towards right inserting in that line whatever is
typed. When the up, down, left, or right arrows of the keyboard is used, the insertion point moves
accordingly. When you move and place the cursor anywhere in the text and click, the insertion point
shifts to that place from its current location indicating that it is ready to accept your typing
 Mouse Pointer: When you move the mouse around in the typing area, the mouse pointer is in the
shape of a thin I-beam. As you move the mouse near the menu bar and toolbars, the mouse pointer
becomes a pointing arrow. If you move the mouse pointer to some existing piece of text and click
the mouse, you will see the insertion point in that spot of the text.
Vertical and Horizontal Scrollbars
The typing area is bordered on the right side by the vertical scroll bar with a scroll button and arrows. The
single down arrow scrolls through the document line by line. The double down arrow allows you to move to
the top of the next page. The double up arrow allows you to move to the top of the previous page. The
double down arrow allows you to move to the top of the next page. You can also drag the vertical scroll
button up and down the scroll bar to move up and down through the document.
The first bar along the bottom of the typing area is the horizontal scroll bar. To see the text that is off the
right side of the screen, use the left arrow button. To see the text that is off the left side of the screen, use the
right arrow button. You can also drag the horizontal scroll button to move left or right of the document.
In Word 2007, the options such as view documents and zoom is also available on the bottom bar for easy
access

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WORKING WITH WORD
Create a New Document
To open a new document, follow one of the following methods:
 Click the New Document button on the menu bar.
 Press CTRL+N keys on the keyboard.

Open an Existing Document

Click on the office 2007 button at the top left corner of your screen to open an existing
document, follow one of the following methods:

 Click the Open File button on the menu bar.

 Press CTRL+O keys on the keyboard.
 Each of the above method will show the Open dialog box. Choose the file and click the
Open button.
Save a New/Existing Document
To save a new/existing document that is opened, follow one of the following methods:

 Click the Save button on the menu bar.

 Press CTRL+S keys on the keyboard.
If the document is already named and saved earlier, it will simply save the document. On the
other hand, if the file is a new document then it will prompt you by opening Save As dialog box.
Select the folder where you want to place your document in Save In: box, type the name of the
document in File Name: box, and then click OK.

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Protecting a Document
You can protect your document from being accidentally changed its format and text or from
other users to get access to it.
Protecting a Document from Accessing
If you want to protect a document from other users accessing to it, give a password to your file.
Follow the steps given below:
 When the file is open, select Office Button
 Click on Save As command on the menu bar.
 The Save As dialog box appears. Move the cursor on the Tools tab on the down left side
of Save As dialog box and click. A submenu will appear
 Click on General Options. The Save dialog box opens. You will see two boxes: Password
to open and Password to modify.
 Type a password in Password to open box. (A password can include up to 15 character
case-sensitive letters, numerals, spaces and symbols. As you type the password, Word
displays an asterisk (*) for each character you type.)
 Click OK. The confirm Password dialog box will appear, retype the password you typed
earlier, click OK on the confirm Password dialog box and then click OK on Save dialog
box and then click OK on Save As dialog box.
 When you open the file again next time it will ask you to type the password. Remember,
you will not be able to open that file without the password. Also, don‟t forget that the
passwords are case sensitive; that is, „XYZ‟ and „xyz‟ are two different

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Close a Document
Close the current document by selecting Office Button
Close command on the menu bar or click the Close icon if it is visible on the Standard toolbar.
Printing documents
While printing a document you have the following options in Print dialog box:
 Name of the printer (if you have more than one printers).
 Choose paper size, orientations, resolution etc. by pressing Properties button.
 Print the entire document or only current page or specific pages
 Number of copies to be printed
 Etc

Steps To print a document

 Open the document to be printed.
 Choose Office Button
 Select Print command on the menu bar.
 The Print dialog box will open.
 Select the Options like print range, Number of copes, Printer name etc.

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  See that printer is switched on and the paper is available in the printer tray.
 Click OK.

TEXT EDITING
Copy and Cut.
For you to copy you have to select or highlight the text to be copied.
To select text:
 Place the insertion point next to the text you wish to select.
 Left-click your mouse and while holding it down, drag your mouse over the text to select
it.
 Release the mouse button. You have selected the text. A highlighted box will appear
over the selected text.
To copy or cut and paste text:
 Select the text you wish to copy.
 Click the Copy command on the Home tab.
 Place your insertion point where you wish the text to appear.
 Click the Paste command on the Home tab. The text will appear.

Undo is a command in many computer programs. It erases the last change done to the document
reverting it to an older state. In some more advanced programs such as graphic processing, undo
will negate the last command done to the file being edited.
The opposite of undo is redo. The redo command reverses the undo or advances the buffer to a
more current state.

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Find text
You can quickly search for every occurrence of a specific word or phrase.
1. On the Home tab, in the Editing group, click Find.
2. In the Find what box, type the text that you want to search for.
3. Do one of the following:
 To find each instance of a word or phrase, click Find Next.
 To find all instances of a specific word or phrase at one time, click Find All, and
then click Main Document.
Find and replace text
You can automatically replace a word or phrase with another — for example, you can replace
Acme with Apex.
1. On the Home tab, in the Editing group, click Replace.

2. Click the Replace tab.

3. In the Find what box, type the text that you want to search for.
4. In the Replace with box, type the replacement text.
5. Do one of the following:
 To find the next occurrence of the text, click Find Next.
 To replace an occurrence of the text, click Replace. After you click Replace, Office
Word 2007 moves to the next occurrence of the text.
 To replace all occurrences of the text, click Replace All.

TEXT FORMATTING
This allows you to change font (text) within a document e.g. you can make your font bold
(Bold), italics (italics), underline (underline), double strike through (N), superscript (A2),
subscript (H2O), etc. you can increase the size of your font (this is size 12 while this is size 20)
and the type of font „times new roman‟ or „Algerian‟ etc. you can also change the colour of your
font to blue, red etc.

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To format font size:
 Select the text you wish to modify.
 Left-click the drop-down arrow next to the font size box on the Home tab. The font size
drop-down menu appears.
 Move your cursor over the various font sizes. A live preview of the font size will appear
in the document.

 Left-click the font size you wish to use. The font size will change in the document.
To format font type:
 Select the text you wish to modify.
 Left-click the drop-down arrow next to the font type box on the Home tab. The font
style drop-down menu appears.
 Move your cursor over the various font styles. A live preview of the font will appear in
the document.

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  Left-click the font style you wish to use. The font style will change in the document.
To format font color:
 Select the text you wish to modify.
 Left-click the drop-down arrow next to the font color box on the Home tab. The font
color menu appears.
 Move your cursor over the various font colors. A live preview of the color will appear in
the document.

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  Left-click the font color you wish to use. The font color will change in the document.
Your color choices aren't limited to the drop-down menu that appears. Select More Colors at the
bottom of the list to access the Colors dialog box. Choose the color that you want, then click OK.
To use the bold, italic, and underline commands:
 Select the text you wish to modify.
 Click the bold, italic, or underline command in the Font group on the Home tab.

To change the text case:

 Select the text you wish to modify.
 Click the Change Case command in the Font group on the Home tab.

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  Select one of the case options from the list.

WORKING WITH PARAGRAPH

To align paragraphs
To change text alignment:
 Select the text you wish to modify.
 Select one of the four alignment options from the Paragraph group on the Home tab.
o Align Text Left: Aligns all of the selected text to the left margin.
o Center: Aligns text an equal distance from the left and right margins.
o Align Text Right: Aligns all of the selected text to the right margin.
o Justify: Justified text is equal on both sides and lines up equally to the right and
left margins. Traditionally, many books, newsletters, and newspapers use full
justification.

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To format line spacing:
 Select the text you want to format.
 Click the Line spacing command in the Paragraph group on the Home tab.
 Select a spacing option.

OR
 Select Line Spacing Options. The Paragraph dialog box appears.

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  Use the Line spacing drop-down menu to select a spacing option.
 Modify the before and after points to adjust line spacing as needed.
 Click OK.
Bullets and Numbering
You can quickly add bullets or numbers to existing lines of text, or Word can automatically
create lists as you type.
By default, if you start a paragraph with an asterisk or a number 1., Word recognizes that you are
trying to start a bulleted or numbered list.
Type a bulleted or numbered list
1. Type * (asterisk) to start a bulleted list or 1.to start a numbered list, and then press
SPACEBAR or the TAB key.
2. Type any text that you want.
3. Press ENTER to add the next list item.
Word automatically inserts the next bullet or number.
4. To finish the list, press ENTER twice, or press BACKSPACE to delete the last bullet or
number in the list.
1. Select the items that you want to add bullets or numbering to.
2. On the Home tab, in the Paragraph group, click Bullets or Numbering.

INSERTING INTO YOUR DOCUMENT

To insert a header or footer:
 Select the Insert tab.
 Click either the Header or Footer command. A menu appears with a list of built-in
options you can use.
 Left-click one of the built-in options, and it will appear in the document.
OR
 Left-click Blank to select it.

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  The Design tab with Header and Footer tools is active.

 Type information into the header or footer.

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To insert a SmartArt illustration:
 Place the insertion point in the document where you want the graphic to appear.
 Select the Insert tab.
 Select the SmartArt command in the Illustrations group. A dialog box appears.

 Select a category on the left of the dialog box, and review the SmartArt graphics that
appear in the center.
 Left-click a graphic to select it.

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  Click OK.
To see more details about a graphic, left-click any image, and a larger version of the graphic and
additional text details will appear on the right side of the dialog box.
Inserting and modifying tables
To convert existing text to a table:
 Select the text you wish to convert.
 Select the Insert tab.
 Click the Table command.
 Select Convert Text to Table from the menu. A dialog box appears.

 Choose one of the options in the Separate text at: section. This is how Word knows
what text to put in each column.

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  Click OK. The text appears in a table.

To add a row above an existing row:

 Place the insertion point in a row below the location where you wish to add a row.

 Right-click the mouse. A menu appears.

 Select Insert Insert Rows Above.

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A new row appears above the insertion point.

You can also add rows below the insertion point. Follow the same steps, but select Insert Rows
Below from the menu.
To add a column:
 Place the insertion point in a columnadjacent to the location where you wish the new
column to appear.
 Right-click the mouse. A menu appears.
 Select Insert Insert Columns to the Left or Insert Columns to the Right. A new
column appears.
To delete a row or column:
 Select the row or column.
 Right-click your mouse, and a menu appears.
 Select Delete Columns or Delete Rows.
To apply a table style:
 Select the table. A Table Tools Design tab now appears on the Ribbon.

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  Select the Design tab to access all of the Table Styles and Options.

 Click through the various styles in the Table Styles section.

 Left-click a style to select it. The table style will appear in the document.
To insert a blank table:
 Place your insertion point in the document where you want the table to appear.
 Select the Insert tab.
 Click the Table command.
 Drag your mouse over the diagram squares to select the number of columns and rows in
the table.

 Left-click your mouse and the table appears in the document.

 Enter text into the table.

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Insert mathematical symbols
In Microsoft Office Word 2007, you can insert mathematical symbols into equations.
1. On the Insert tab, in the Symbols group, click the arrow next to Equations, and then
click Insert New Equation.

2. Under Equation Tools, on the Design tab, in the Symbols group, click the Morearrow

.
3. Click the arrow next to the name of the symbol set, and then click the name of the
symbol set that you want to display.
4. Click the symbol that you want to insert
Insert and Resize Pictures

To insert a picture:
1. In the main menu, select Insert
2. In the Insert menu, click on Picture.
3. A new window will open. Select the picture file.
4. Click Insert.

Resize pictures
1. Double click on the picture.
2. A new format menu will appear.
3. Go to the Size section of the Format menu.
4. Adjust the size of the picture in the document.
OR

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 1. Double click on the picture.
2. “Circles” with corners appear and “squares” in middle the
points of the picture.
3. Place the cursor over one of the corner “circles
4. The cursor will turn into a “two-way arrow”shape.
5. Move the cursor to the center to decrease the size of the
picture. (Do the opposite to increase the size of the picture)
6. Adjust the image to the desired size.

FORMATTING PAGES
To format page margins:
 Select the Page Layout tab.
 Click the Margins command. A menu of options appears. Normal is selected by default.
 Left-click the predefined margin size you want.

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 OR
 Select Custom Margins from the menu. The Page Setup dialog box appears.

 Enter the desired margin size in the appropriate fields.

Page orientation
You can choose either portrait (vertical) or landscape (horizontal) orientation for all or part of
your document. When you change the orientation, the galleries of predesigned page and cover
page options also change to offer pages that have the orientation that you choose.
Change the orientation of your entire document
1. On the Page Layout tab, in the Page Setup group, click Orientation.

2. Click Portrait or Landscape.

Use portrait and landscape orientation in the same document
1. Select the pages or paragraphs that you want to change to portrait or landscape orientation.

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2. On the Page Layout tab, in the Page Setup group, click Margins.

3. Click Custom Margins.

4. On the Margins tab, click Portrait or Landscape.
5. In the Apply to list, click Selected text.

To add columns to a document:

 Select the text you want to format.
 Select the Page Layout tab.
 Left-click the Columns command.

 Select the number of columns you would like to insert.

Watermarks

To create watermarks:
1. In the main menu select Page Layout.

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 2. In the Page Layout menu select Watermark.
3. In the drop down menu select Custom Watermark.
4. A new options window will open.
5. Select the type ofWatermark.
6. If text, type the text for the Watermark.
7. Select the font and the size.
8. Select color, layout and transparency.
9. Click OK.

Add a border to a page

1. On the Page Layout tab, in the Page Background group, click Page Borders.

Make sure you are on the Page Border tab in the Borders and Shading dialog box.
2. Click one of the border options under Settings.
To specify that the border appears on a particular side of a page, such as only at the top,
click Custom under Setting. Under Preview, click where you want the border to appear.
3. Select the style, color, and width of the border.
To specify an artistic border, such as trees, select an option in the Art box.
4. Do any of the following:
 To specify a particular page or section for the border to appear in, click the option
that you want under Apply to.
 To specify the exact position of the border on the page, click Options, and then
select the options that you want.

OTHER FEATURES OF MICROSOFT WORD

Table of content
You create a table of contents by applying heading styles — for example, Heading 1, Heading 2,
and Heading 3 — to the text that you want to include in the table of contents. Microsoft Office
Word searches for those headings and then inserts the table of contents into your document.

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When you create a table of contents this way, you can automatically update it if you make
changes in your document.
Create a custom table of contents

1. On the References tab, in the Table of Contents group, click Table of Contents, and
then click Insert Table of Contents.

2. In the Table of Contents dialog box, do any of the following:

 To change how many heading levels are displayed in the table of contents, enter the
number that you want in the box next to Show levels, under General.
 To change the overall look of your table of contents, click a different format in the
Formats list. You can see what your choice looks like in the Print Preview and
Web Preview areas.
 To change the type of line that appears between the entry text and the page number,
click an option in the Tab leader list.
 To change the way heading levels are displayed in the table of contents, click
Modify. In the Style dialog box, click the level that you want to change, and then
click Modify. In the Modify Style dialog box, you can change the font, the size,
and the amount of indentation.
3. To use custom styles in the table of contents, click Options, and then do the following:
1. Under Available styles, find the style that you applied to the headings in your
document.
2. Under TOC level, next to the style name, type a number from 1 to 9 to indicate the
level that you want the heading style to represent.
3. Repeat step 1 and step 2 for each heading style that you want to include in the table
of contents.
4. Click OK.

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SPELL CHECK
By default, Word automatically checks your document for spelling and grammar errors. These
errors are indicated by colored wavy lines.
 The blue line indicates a contextual spelling error.
o A contextual spelling error is when an incorrect spelling of a word is chosen. For
example, if I write, "Deer Mr. Theodore" at the beginning of a letter, deer is a
contextual spelling error because I should have used dear. Deer is spelled
correctly, but it is used incorrectly in this letter.
 The red line indicates a misspelled word.
 The green line indicates a grammatical error.

To use the spelling check feature:

 Right-click the underlined word. A menu will appear.
 Select the correct spelling of the word from the listed suggestions.
 Left-click your mouse on the word. It will appear in the document.

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You can choose to ignore an underlined word, add it to the dictionary, or go to the Spelling
dialog box.
To use the grammar check feature:
 Right-click the underlined word. A menu will appear.
 Select the correct word from the listed suggestions.
 Left-click your mouse on the word. It will appear in the document.

You can also choose to ignore an underlined word, go to the Grammar dialog box, or find out
more information about the word and its usage.

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You can also wait and run the spelling and grammar check after completing the document.
Click the Spelling & Grammar command on the Review tab.

Mail Merge
You use mail merge when you want to create a set of documents, such as a form letter that
is sent to many customers or a sheet of address labels. Each letter or label has the same
kind of information, yet the content is unique. For example, in letters to your customers,
each letter can be personalized to address each customer by name. The unique information
in each letter or label comes from entries in a data source.
1. Start Word.
A blank document opens by default. Leave it open. If you close it, the commands in the
next step are not available.
2. On the Mailings tab, in the Start Mail Merge group, click Start Mail Merge.

3. Click the type of document that you want to create.

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